COOPERATIVE FUNDING AGREEMENT FOR THE CLEARWATER HARBOR OAKS REUSE TRANSMISSION AND DISTRIBUTION (K686)
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AGREEMENT NO. 02CON000120
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND THE
CITY OF CLEARWATER
FOR THE
CLEARWATER HARBOR OAKS REUSE TRANSMISSION AND DISTRIBUTION (K686)
THIS COOPERATIVE FUNDING AGREEMENT is made and entered into by and between the
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT, a public corporation of the State
of Florida, whose address is 2379 Broad Street, Brooksville, Florida 34604-6899, for itself and
on behalf of the Pinellas-Anclote River Basin Board, hereinafter collectively referred to as the
"DISTRICT," and CITY OF CLEARWATER, a municipal corporation of the State of Florida,
whose address is 1650 North Arcturas Avenue, Clearwater, Florida 33765, hereinafter referred
to as the "CITY."
WITNESSETH:
WHEREAS, the CITY proposed a project to the DISTRICT for funding consideration under the
DISTRICT's cooperative funding program; and
WHEREAS, the project consists of design, permitting and construction of new transmission and
distribution mains to serve the expanding reclaimed water service in the Harbor Oaks area in the
southwestern area of the CITY, hereinafter referred to as the "PROJECT"; and
WHEREAS, the DISTRICT considers the PROJECT worthwhile and desires to assist the CITY
in funding the PROJECT.
NOW, THEREFORE, the DISTRICT and the CITY, in consideration of the mutual terms,
covenants and conditions set forth herein, agree as follows:
1. PROJECT MANAGER AND NOTICES. Each party hereby designates the employee set
forth below as its respective Project Manager. Project Managers shall assist with
PROJECT coordination and shall be each party's prime contact person. Notices or reports
shall be sent to the attention of each party's Project Manager by U.S. mail, postage paid,
to the parties' addresses as set forth in the introductory paragraph of this Agreement.
Project Manager for the DISTRICT:
Project Manager for the CITY:
Anthony Andrade
Andy Bachtel
Any changes to the above representatives or addresses must be provided to the other party
in writing.
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1 .1 The DISTRICTs Project Manager is hereby authorized to approve requests to extend
a PROJECT task deadline set forth in this Agreement. Such approval shall be in
writing, shall explain the reason for the extension and shall be signed by the Project
Manager and his/her Department Director, or Deputy Executive Director if the
Department Director is the Project Manager. The DISTRICTs Project Manager is not
authorized to approve any time extension which will result in an increased cost to the
DISTRICT or any time extension which will likely delay the final PROJECT task
deadline.
1.2 The DISTRICT's Project Manager is authorized to adjust a line item amount of the
Project Budget set forth in Exhibit "B" or, if applicable, the refined budget as set forth
in Paragraph 3.1 below. The adjustment shall be in writing, shall explain the reason
for the adjustment, and shall be signed by the Project Manager, his/her Department
Director and their Deputy Executive Director. The DISTRICTs Project Manager is not
authorized to make changes to the Scope of Work and is not authorized to approve
any increase in the not-to-exceed amount set forth in the funding section of this
Agreement.
2. SCOPE OF WORK. Upon receipt of written notice to proceed from the DISTRICT, the
CITY shall perform the services necessary to complete the PROJECT in accordance with
the Special Project Terms and Conditions set forth in Exhibit "A" and the CITY's Proposed
Project Plan set forth in Exhibit "B," both attached hereto and incorporated herein. Any
changes to this Scope of Work and associated costs shall be mutually agreed to in a formal
written amendment approved by the DISTRICT Governing Board and the CITY prior to
being performed by the CITY. The CITY shall be solely responsible for managing the
PROJ ECT, including the hiring and supervising of any consultants or contractors it engages
under this Agreement.
3. FUNDING. The parties anticipate that the total cost of the PROJECT will be Two Million
Five Hundred Ninety Five Thousand Two Hundred Sixty Dollars ($2,595,260). The
DISTRICT agrees to fund PROJECT costs up to One Million Two Hundred Ninety Seven
Thousand Six Hundred Thirty Dollars ($1 ,297,630) and shall have no obligation to pay any
costs beyond this maximum amount. The CITY agrees to fund PROJECT costs up to One
Million Two Hundred Ninety Seven Thousand Six Hundred Thirty Dollars ($1 ,297,630) and
shall be responsible for all costs in excess of the anticipated total PROJECT cost. The
CITY shall be the lead party to this Agreement and shall pay PROJECT costs prior to
requesting reimbursement from the DISTRICT.
3.1 The DISTRICT shall reimburse the CITY forthe DISTRICTs share of PROJECT costs
in accordance with the Project Budget set forth in Exhibit "B." The CITY shall contract
with consultant(s) or contractor(s) or both in accordance with the Special Project
Terms and Conditions set forth in Exhibit "A." Upon written DISTRICT approval, the
budget amounts for the work set forth in such contract(s) shall refine the amounts set
forth in the Project Budget and shall be incorporated herein by reference. The
DISTRICT shall reimburse the CITY for 50 percent of all allowable costs in each
DISTRICT approved invoice received from the CITY, but at no point in time shall the
DISTRICT's expenditure amount under this Agreement exceed expenditures made
by the CITY. Payment shall be made to the CITY within thirty (30) days of receipt of
an invoice, with the appropriate support documentation, which shall be submitted to
the DISTRICT on no more often than a monthly basis at the following address:
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Accounts Payable Section
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605-1166
3.2 The maximum amount of $2,595,260 includes any travel expenses which may be
authorized under this Agreement and reimbursement shall be paid only in accordance
with Section 112.061, Florida Statutes (F.S.), as may be amended from time to time,
District Policy 130-5 and District Procedure 13-5, attached hereto as Exhibit "C".
3.3 The CITY shall not use any DISTRICT funds for any purposes not specifically
identified in the above Scope of Work.
3.4 Each CITY invoice shall include the following certification, and the CITY hereby
agrees to delegate authority to its Project Manager to affirm said certification:
"I hereby certify that the costs requested for reimbursement and the CITY's
matching funds, as represented in this invoice, are directly related to the
performance under the Clearwater Harbor Oaks Reuse Transmission and
Distribution (K686) Agreement between the Southwest Florida Water Management
District and City of Clearwater (Agreement No. ), are allowable,
allocable, properly documented, and are in accordance with the approved project
budget."
3.5 The DISTRICT shall have no obligation to reimburse the CITY for any costs under this
Agreement until construction of the PROJECT has commenced.
3.6 The DISTRICT's performance and payment pursuant to this Agreement is contingent
upon the DISTRICT's Governing Board appropriating funds for the PROJECT.
4. CONTRACT PERIOD. This Agreement shall be effective upon execution by all parties and
shall remain in effect through December 31, 2005, unless terminated or amended in writing
by the parties.
5. PROJECT RECORDS AND DOCUMENTS. Each party shall, upon request, permit the
other party to examine or audit all PROJECT related records and documents during or
following completion of the PROJECT. Each party shall maintain all such records and
documents for at least three (3) years following completion of the PROJECT. All records
and documents generated or received by either party in relation to the PROJECT are
subject to the Public Records Act in Chapter 119 F.S.
6. REPORTING. The CITY shall provide the DISTRICT with any and all reports, models,
studies, maps or other documents resulting from the PROJECT.
7. LIABILITY. Each party hereto agrees that it shall be solely responsible for the negligent
acts or omissions of its officers, employees, contractors and agents; however, nothing
contained herein shall constitute a waiver by either party of its sovereign immunity or the
limitations set forth in Section 768.28, F.S.
8. DEFAULT. Either party may terminate this Agreement upon the other party's default in
complying with any term or condition of this Agreement, as long as the terminating party
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is not in default of any term or condition of this Agreement. To effect termination, the
terminating party shall provide the defaulting party with a written "Notice of Termination"
stating its intent to terminate and describing all terms and conditions with which the
defaulting party has failed to comply. If the defaulting party has not remedied its default
within thirty (30) days after receiving the Notice of Termination, this Agreement shall
automatically terminate.
9. RELEASE OF INFORMATION. The parties shall not initiate any verbal or written media
interviews or issue press releases on or about the PROJECT without providing advance
copies to the other party. This provision shall not be construed as preventing the parties
from complying with the public records disclosure laws set forth in Chapter 119, F.S.
10. DISTRICT RECOGNITION. The CITY shall recognize DISTRICT funding and, if applicable,
Basin Board funding in any reports, models, studies, maps or other documents resulting
from this Agreement, and the form of said recognition shall be subject to DISTRICT
approval. If construction is involved, the CITY shall provide signage at the PROJECT site
that recognizes funding for this PROJECT provided by the DISTRICT and, if applicable, the
Basin Board(s). All signage must meet with DISTRICT written approval as to form, content
and location, and must be in accordance with local sign ordinances.
11 . PERMITS AND REAL PROPERTY RIGHTS. The CITY shall obtain all permits and all real
property rights necessary to complete the PROJECT prior to commencing any construction
involved in the PROJECT. The DISTRICT shall have no obligation to reimburse the CITY
for any costs under this Agreement until the CITY has obtained such permits and rights.
12. LAW COMPLIANCE. Each party shall comply with all applicable federal, state and local
laws, rules, regulations and guidelines, relative to performance under this Agreement.
13. COMPLIANCE WITH DISTRICT RULES & REGULATIONS. If the PROJECT involves
design services, the CITY's professional designers and DISTRICT regulation and projects
staff shall meet regularly during the PROJECT design to discuss ways of ensuring that the
final design for the proposed PROJECT shall technically comply with all applicable
DISTRICT rules and regulations.
14. DISADVANTAGED BUSINESS ENTERPRISES. The DISTRICT expects the CITY to use
good faith efforts to ensure that disadvantaged business enterprises, which are qualified
under either federal or state law, have the maximum practicable opportunity to participate
in contracting opportunities under this project Agreement. Invoice documentation
submitted to the DISTRICT under this Agreement shall include information relating to the
amount of expenditures made to disadvantaged businesses by the CITY in relation to this
Agreement, to the extent the CITY maintains such information.
15. ASSIGNMENT. Neither party may assign or transfer its rights or obligations under this
Agreement, including any operation or maintenance duties related to the PROJECT,
without the written consent of the other party.
16. SUBCONTRACTORS. Nothing in this Agreement shall create, or be implied to create, any
relationship between the DISTRICT and any subcontractor of the CITY.
17. THIRD PARTY BENEFICIARIES. Nothing in this Agreement shall be construed to benefit
any person or entity not a party to this Agreement.
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18. LOBBYING PROHIBITION. Pursuant to Section 216.347, F.S., the CITY is hereby
prohibited from using funds provided by this Agreement for the purpose of lobbying the
Legislature, the judicial branch or a state agency.
19. PUBLIC ENTITY CRIMES. Pursuant to Section 287.133(2) and (3), F.S., a person or
affiliate who has been placed on the convicted vendor list following a conviction for a public
entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to a
public entity, may not be awarded or perform work as a contractor, supplier, subcontractor,
or consultant under a contract with any public entity, and may not transact business with
any public entity in excess of the threshold amount provided in Section 287.017, F.S., for
Category Two, for a period of 36 months from the date of being placed on the convicted
vendor list.
20. DISCRIMINATION. Pursuant to Section 287.134(2)(a), F.S., an entity or affiliate who has
been placed on the discriminatory vendor list may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or public work, may not submit bids
on leases of real property to a public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity,
and may not transact business with any public entity.
21. MODIFICATIONS. This Agreement constitutes the entire agreement between the parties
and may be amended only in writing, signed by all parties to this Agreement.
22. DOCUMENTS. The following documents are attached and made a part of this Agreement.
In the event of a conflict of contract terminology, priority shall first be given to the language
in the body of this Agreement, then to Exhibit "A," then to Exhibit "C," and then to Exhibit
IIB.II
A. Exhibit "A"
B. Exhibit "B"
C. Exhibit "C"
Special Project Terms and Conditions
CITY's Proposed Project Plan
DISTRICT Travel Procedure 13-5
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IN WITNESS WHEREOF, the parties hereto, or their lawful representatives, have executed this
Agreement on the day and year set forth next to their signatures below.
Witness:
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
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By:
lJ .3-0L.-
ve Director Date
FederaIID#: 59-0965067
Countersigned:
Bf{~
Mayor-Commissioner
CITY OF CLEARWATER
B~A~~-
Bill Horne, City Manager
Date
Approved as to form:
Attest:
By. ~ ~ ~~,,'-t. (!~ t"htL
flVC t ia E. Gouaeau, City C rk
FederaIID#: 59-6000289
.,.. #D/ti';t..
. Date
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND THE
CITY OF CLEARWATER
FOR
CLEARWATER HARBOR OAKS REUSE TRANSMISSION AND DISTRIBUTION (K686)
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AGREEMENT NO. 02CON000120
EXHIBIT "A"
SPECIAL PROJECT TERMS AND CONDITIONS
1 . CONTRACTING WITH CONSULTANT AND CONTRACTOR. The CITY shall engage
the services of a consultant(s), hereinafter referred to as the "CONSULTANT," to design
and a contractor(s), hereinafter referred to as the "CONTRACTOR," to construct the
PROJECT in accordance with the CITY's Proposed Project Plan previously submitted to
the DISTRICT and attached as Exhibit "B." The CITY shall be responsible for
administering the contracts with the CONSULTANT and CONTRACTOR and shall give
notice to proceed to the CONSULTANT no later than May 30, 2002.
2. APPROVAL OF BID DOCUMENTS. The CITY shall obtain the DISTRICTs written
approval of all construction bid documents prior to being advertised or otherwise solicited.
The DISTRICT shall not unreasonably withhold its approval. The DISTRICTs approval
of the construction documents does not constitute a representation or warranty that the
DISTRICT has verified the architectural, engineering, mechanical, electrical, or other
components of the construction documents, or that such documents are in compliance
with DISTRICT rules and regulations or any other applicable rules, regulations, or laws.
The DISTRICTs approval shall not constitute a waiver of the CITY's obligation to assure
that the design professional performs according to the standards of his/her profession.
The CITY shall require the design professional to warrant that the construction documents
are adequate for bidding and construction of the PROJECT.
3. FINAL DESIGN REPORT AND APPROVAL. The CITY shall provide the DISTRICT with
a final design report. The final report shall clearly evidence that at least fifty percent
(50%) of the reclaimed water shall offset existing or planned, ground water or surface
water withdrawals. The CITY shall obtain the DISTRICTs approval of the final design
report priorto proceeding with implementation of the PROJECT. The DISTRICT shall not
unreasonably withhold its approval.
4. DISTRICT PARTICIPATION IN SELECTION OF CONSULTANT AND REVIEW OF
SELECTION OF CONTRACTOR. The DISTRICT shall have the option of participating
in the CITY's selection of the CONSULTANT by being an evaluator in the Consultants
selection process. The CITY's Project Manager shall inform the DISTRICTs Project
Manager of when the selection process is scheduled to begin and the DISTRICTs Project
Manager shall then notify the CITY's Project Manager of the DISTRICTs intent regarding
DISTRICT participation in the CONSULTANT selection process. The CITY shall provide
the DISTRICT with a tabulation of CONTRACTOR bids and a recommendation to award.
The CITY shall obtain the DISTRICTs approval of the selected CONTRACTOR prior to
proceeding with construction of the PROJECT and the DISTRICT shall not unreasonably
withhold its approval. The CITY shall provide the DISTRICT with a copy of the "Notice
to Proceed" provided to the CONTRACTOR. The CITY shall have the sole authority in
directing both the CONSULTANTs and the CONTRACTOR's work efforts in construction
of the PROJECT, however, the CITY shall keep the DISTRICTs Project Manager
apprized on all PROJECT related matters.
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5. APPROVAL OF CONTRACT. The CITY shall obtain the DISTRICT's prior written
approval of all contracts entered into with its CONSULTANTS and its CONTRACTORS
as referenced above in item number one of this exhibit. The DISTRICT shall not
unreasonably withhold its approval.
6. COMPLETION DATES. The CITY shall commence construction on the PROJECT by
December 31, 2002 and shall complete all aforementioned work within Twenty Four
months of said construction commence date. However, in the event of any national, state
or local emergency which significantly affects the CITY's ability to perform, such as
hurricanes, tornados, floods, acts of God, acts of war, or other such catastrophes, or
other man-made emergencies beyond the control of the CITY such as labor strikes or
riots, then the CITY's obligation to complete said work within aforementioned time frames
shall be suspended for the period of time the condition continues to exist.
7. RECLAIMED WATER OFFSET REPORT. The CITY shall submit a report, three years
after PROJECT completion, documenting that at least fifty percent (50%) of the
PROJECT's reclaimed water offsets existing or planned ground water or surface water
withdrawals under normal operating conditions. The report shall show the average
annual daily flows three years previous and three years post reclaimed water, and the
number of active reclaimed water customers. The CITY shall obtain the DISTRICT's
approval of the report before the report is finalized, and the DISTRICT shall not
unreasonably withhold its approval. This provision shall survive the term of this
Agreement.
8. PROJECT COORDINATION. The CITY shall keep the DISTRICT advised at all times
during the course of the PROJECT. The CITY shall provide the DISTRICT's Project
Manager with advance notice of all PROJECT meetings with the CONSULTANT,
CONTRACTOR, and regulatory agencies and shall copy the DISTRICT's Project
Manager on all pertinent PROJECT related correspondence. The CITY shall provide the
DISTRICT's Project Manager with updated design and construction schedules. The CITY
shall provide the DISTRICT's Project Manager written bi-monthly status reports on
January 1, March 1, May 1, July 1, September 1, and November 1 , of each year through
out the term of the Agreement.
9. DISTRIBUTION REQUIREMENTS. The CITY shall adhere to the following terms and
conditions and shall provide written documentation of the status of each prior to
requesting any reimbursement.
A. Prior to submitting the first invoice for DISTRICT reimbursement the CITY shall adopt,
or be significantly in the process of adopting, or of having the associated local
government adopt, an ordinance requiring dual distribution (potable and reclaimed) lines
in new developments within their reclaimed water service area, and provide for the
necessary enforcement.
B. Prior to submitting the first invoice for DISTRICT reimbursement the CITY shall
develop, or be significantly in the process of developing an ordinance and provide
enforcement for the efficient use of reclaimed water for aesthetic landscape irrigation
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which results in at least a 50% offset to ground water, surface water, and or potable water
supplies. Examples may include, but are not limited to: eliminating daytime reclaimed
water irrigation, odd/even reclaimed watering schedules, and residential reclaimed water
metering coupled with water conserving rates. Such measures shall be developed with
the intent of eliminating practices which do not result in the beneficial offset of potable or
groundwater uses.
C. The CITY shall enforce a policy to guarantee a rate of connection to the reclaimed
water system that is not less than 50% of the customer accounts in the PROJECT's
service area. This fifty percent (50%) rate of connections shall be achieved in the
PROJECT service area within one year of PROJECT completion. The policy, and proof
of this connection rate is included in the CITY's Proposed Project Plan set forth in Exhibit
"B.II
D. Prior to submitting the first invoice for DISTRICT reimbursement the CITY shall be
significantly in the process of installing reclaimed water meters within the PROJECT
service area identified in the CITY's Proposed Project Plan set forth in Exhibit "B." A
minimum of a master meter per subdivision shall be required. The CITY shall maintain
said meter(s).
1 O. EDUCATION PROGRAM AND APPROVAL. The CITY shall institute a customer
education program promoting the efficient use and conservation of reclaimed water.
Plans for the program are included in the CITY's Proposed Project Plan set forth in
Exhibit "B." The CITY shall obtain the DISTRICT's approval of the educational material
prior to proceeding with implementation of the PROJECT. The DISTRICT shall not
unreasonably withhold its approval. The education program shall be implemented prior
to reimbursement from the DISTRICT.
11. REQUIRED RECLAIMED WATER CUSTOMERS. Prior to any reimbursement by the
DISTRICT, the CITY shall have written agreements with reclaimed water customers to
provide for at least fifty percent (50%) of the PROJECT's proposed reclaimed water
offsets of existing or planned, ground water or surface water withdrawals, under normal
operating conditions. Written notification that such agreements have been secured shall
be provided to the DISTRICT's Project Manager.
12. RECLAIMED WATER GIS REQUI REMENTS. Reclaimed water facility information shall
be delivered to the DISTRICT as four separate Arclnfo coverages or ESRI shapefiles.
Coverages shall have the following characteristics:
~ Double Precision.
~ Projection of Universal Transverse Mercator (UTM), Zone 17, NAD 83/90 datum
(HPGN), units of meters or State Plane Feet, West Zone, NAD 83/90 datum.
~ Full topological structure with no edit masks.
~ Verified FUZZY tolerance of .001 meters.
Shape files shall have the following characteristics:
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~ Projection of Universal Transverse Mercator (UTM), Zone 17, NAD 83/90 datum
(HPGN), units of meters or State Plane Feet, West Zone, NAD 83/90 datum.
~ All line features shall be snapped at connecting ends.
~ Shared borders of adjacent polygon features shall have exact coincidence. No
slivers are permissible. This requirement is analogous to the topological
requirements for Arclnfo polygon coverages.
These coverages are designed to be developed using heads-up digitizing techniques
from 1 :12,000 digital orthophotos. Higher accuracies are permissible, but the attribute
and topological structures defined below shall be adhered to. If requested, the DISTRICT
shall provide technical assistance and digital orthophoto basemaps that can be used for
data automation. All coverages shall be delivered as Arclnfo EXPORT or shapefiles files
on new 8mm tapes or CDROMs. If approved in writing, transfer via Internet FTP shall be
accepted. The following coverages shall be delivered:
Waste Water Treatment Plants
Coverage Name: WWTREA TPL
Description: Locations of all waste water treatment plants. Locations are to be
represented by a point that represents the approximate center of the
main entry gate of the property on which the treatment plant resides.
Coverage Type: POINT
Items in addition to default attributes for Arclnfo point coverages.
PLANT_CAPACITY 4, 12, F, 2 Permitted annual daily average treatment capacity, in
millions of gallons per day (MGD).
PLANT_FLOW
4, 12, F, 2 Annual daily average of treated water, in millions of
gallons per day (MGD).
REUSE_CAPACITY 4, 12, F, 2 Permitted annual average reuse capacity in millions of
gallons per day.
PLANT _RE_FLOW 4, 12, F, 2 Annual daily average flow of reclaimed water, in
millions of gallons per day (MGD).
REP_YEAR
4,4, I
Reporting year PLANT_FLOW and PLANT _RE_FLOW
values.
PLANT_NAME
TREAT_LEVEL
40,40, C Name of treatment plant.
3, 3, C Treatment level:
ADV Advanced.(AWT).
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SAD Secondary treatment with filtration.
SEC Secondary treatment.
FT Full treatment.
DISINF _LEVEL
2,2,C
Disinfection level:
BA Basic.
IN Intermediate.
HI High.
FT Full treatment disinfection.
Reclaimed Water Transmission Lines
Coverage Name: RWLlNES
Description: All proposed and existing reclaimed water lines. All features shall be
located within plus or minus 10 meters of their actual location.
Coverage Type: LINE
Items in addition to default attributes for Arclnfo line coverages.
LINE_STATUS 2,2, C Current status of line:
EX Existing line.
PR Proposed line.
LINE_SIZE 4, 12, F, 1 Diameter of reclaimed water line in inches.
LINE_FUNDING 1, 1, C Is funding provided by the District for this line?
Y Yes
N No
Reclaimed Water Storage Areas
Coverage Name: RWSTORAGE
Description: Locations of all reclaimed water storage facilities. Locations are to
be represented by a point that represents the approximate center of
the main entry gate at which the reclaimed storage facilities reside.
Coverage Type: POINT
Items in addition to default attributes for Arclnfo point coverages.
STORAGE_TYPE 4, 4, C Type of reclaimed water storage facility:
POND Pond or uncovered tank.
TANK Tank.
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ASR
Aquifer storage and recovery.
STORAGE_FUND 1, 1, C Is funding provided by the District for this facility?
V Ves
N No
STORAGE_STAT 2,2, C Current status of storage facility:
EX Existing.
PR Proposed.
Reclaimed Water Users
Coverage Name: RWUSER
Description: Polygons delimiting the area served by reclaimed water lines.
Locations are to be represented by a polygon that represents the
reclaimed water user. This coverage is not meant to represent
individual households, but instead should represent subdivisions,
agricultural or commercial operations, golf courses, etc. All features
shall be located within plus or minus 10 meters of their actual
location.
Coverage Type: POL VGONS
Items in addition to default attributes for Arclnfo line coverages.
USER_NAME
60,60, C Name of the reclaimed water user at that location.
USER_TYPE 4, 4, C Type of reclaimed water user:
RES Residential irrigation.
GOLF Golf course irrigation.
RIA RecreationaVAesthetic (parks, cemetery,
fountains and other water features).
MINE Mining and dewatering.
POW Power generation.
I/C Industrial/Commercial.
GW Ground water recharge.
IP Indirect potable reuse (surface water
augmentation).
WET Wetlands creation, enhancement or
restoration).
AG Agriculture irrigation.
QUANTITY 4, 12, F, 3 Estimated annual daily average amount of reclaimed
water used, in millions of gallons per day (MGD).
USER_STATUS 2, 2, C Current status of water user:
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EX Existing user.
PR Proposed user.
USER_STORAGE 1, 1, C Onsite reclaimed water storage.
Y Yes
N No
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AGREEMENT NO. 02CONOOO 120
EXHIBIT "B"
CITY'S PROPOSED PROJECT PLAN
APPLICANT:
PROJECT:
City of Clearwater, Florida
The Clearwater Harbor Oaks Reuse Transmission and Distribution Project
NARRATIVE:
This project is for the continued expansion of the City of Clearwater's (City) reclained
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water system. The project will include reclaimed water transmission and distribution
systems to expand service to the Harbor Oaks residential area in the southwestern
area of the City of Clearwater.
PROJECT INFORMATION
1. TYPE OF PROJECT:
This project includes the design and construction of new transmission and distribution mains to
serve the expanding reclaimed water service in the Harbor Oaks area in the southwestern area of the
City.
2. PROJECf OBJECTIVE:
The City of Clearwater's objective is to develop systems and facilities that will provide for the
beneficial use of. reclaimed water for irrigation and other approved non-potable uses. Tbis will
require the construction of transmission. mains, storage tanks, and distribution piping systems to
provide access to the system customers.
The implementation of the system will be accomplished in a phased method over a 20-year time
frame. Full implementation of the system is anticipated to measurably meet the potential irrigation
demand in Clearwater, estimated to be 23.0 million gallons per day (mgd) and reduce wastewater effluent
discharge to Tampa Bay and Clearwater Harbor, which presently has a combined surface water discharge
of 15.5 mgd.
3. PROJECT DESCRIPl10N:
1. A project location map for the Harbor Oaks Area Reuse System is attached as Figure 1.
A plan illustrating the proposed system development is included as Figure 2.
2. The project includes approximately:
14,000 Feet of 8", 12" and 16" Transmission Main
15,000 Feet of 6" and 4" Distribution Main
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3. This project will provide reliable delivery of up to 676,000 gallons per day (gpd) ofrec1aimed water to the
Harbor Oaks Area. Capacity will be provided in the transmission systems for additional
future flows.
4. The reclaimed water flow aided by these improvements to the existing systems will result
in an off-set of potable quality water use of approximately 338,000 gpd.
5. There are approximately 6 major commercial/recreational users and 470 residential
customers in the areas served by these improvements.
6. The City of Clearwater lies within an area designated by the Southwest Florida Water
Management District (DISTRICT) \ as a water caution area. Presently, Clearwater is under
water use restriction, limiting the use of groundwater resources for irrigation.
4. DEMONSTRATION OF NEED:
. This project will optimize water management in Clearwater by reducing the water
withdrawn from well fields and from irrigation wells, and reduce the discharge of effluent
water to Tampa Bay.
. This project will meet Pinellas-Anclote Basin Board Priorities by reducing groundwater
withdrawal, reducing pollutant loading to Tampa Bay, and help recharge surficial aquifer's
in accordance with the Needs and Sources report.
. This project is supported by goals found in the Basin Board's plans, State Water Policy, the
Florida Water Plan, Reports of the Tampa Bay National Estuary Program. District Needs
and Sources Study, the Water Use Cautionary Management Plan, and area Comprehensive
Planning Documents to maximize the reuse of highly treated wastewater.
. This project will be consistent with the Update of the Reclaimed Water Master Plan
prepared by McKim & Creed Engineers, P.A. on behalf of the City.
. The project is included in the City of Clearwater Capital Improvement Plan.
. The City of Clearwater Comprehensive Plan, Sanitary Sewer, Solid Waste, Drainage,
Potable Water, and Natural Groundwater Aquifer Recharge Element, Objective 18.5; "To
develop a potable water system that is compatible with the environment and seeks to
conserve and protect sensitive natural resources by 1990." Policy 18.5.7 states that "a plan
to provide reclaimed water to private residences for irrigation purposes shall be prepared,
and properties thus served shall be exempt from lawn sprinkling restrictions."
Page 2 of6
, TT
5. MEASURABLE BENEFITS:
This project will support the delivery of over 676,000 gpd of reclaimed water to the project area.
The expansion of reclaimed water service to these areas will off-set an estimated 338,000 gpd of
potable quality water.
The total estimated cost of this project is $2,595,260.00. The portion of the project that is eligible
for Cooperative Fundine: is $2.595.260.00 of which the District is requested to fund $1,297,630.00.
Construction is anticipated to begin by December 31, 2002 and be completed by December 31, 2004. The
costlbenefit ratio for the total project cost using an 8% annual interest rate amortized over 30 years
is $1.87/1000 gallons. .
6. DELIVERABLES:
. Quarterly Design/Construction Status Reports
. Preliminary Project Design
. Construction Bid-Packages
. Construction Contract for DISTRICT Approval
. Construction Completeness Letter From the Public Utilities Director
7. PROJECT COST:
The total project cost is estimated to be $2,595,260.00 categorized as follows:
Total Project City Share DISTRICT
Costs Share
Design and Permitting $498,034.00 $249,017.00 $249,017.00
Transmission Main $1,220,306.00 $610,153.00 $610,153.00
Storage and Pumping $0 $0 $0
Distribution Main $876.920.00 $438.460.00 $438.460.00
$2,595,260.00 $1,297,630.00 $1,297,630,00
The City will fund its share of project costs from the Water and Sewer Enterprise funds including
revenues from the sale of reclaimed water. The projects are included in the adopted Capital
Improvement Plan.
Page 3 of6
, Tr
8. COMPLETION SCHEDULE:
. Initiate Design. .. . . . . . . . . . . . . . . .. . .. . .. . .. . . . . . . . . . . . . . . . . .. . .. . . . . . . . . . . . . . . . . . . . .... . . . May 30, 2002
. Initiate Construction .......................................................................................... December 31,2002
. Complete Construction................................................... ................................... December 31, 2004
9. IMPLEMENTATION:
The City of Clearwater's Public Utilities staff will be responsible for implementing this project. The
City will utilize its reclaimed water Engineering Consultant to design the systems and will construct
the projects using approved General Contractors through normal public bid procurement.
10. KEY PERSONNEL:
The City's contact with District Staff and Project Manager will be:
Primary Contact
Andy Bachtel, Reclaimed Water Coordinator
City of Clearwater
P.O. Box 4748
Clearwater, FL 33756-4748
(727) 562-4960 ext. 7226
Secondary Contacts
Steve Soltau, Water Superintendent
City of Clearwater
P.O. Box 4748
Clearwater, FL 33756-4748
(727) 562-4960 ext. 7224
Andy Neff, P.E.,Public Utilities Director
City of Clearwater
P.O. Box 4748
Clearwater, FL 33756-4748
(727) 562-4960 ext. 7222
Street Lee, P.E., Project Manager
McKim & Creed, P.A.
601 Cleveland Street, Ste. 205
Clearwater, FL 33755
(727) 442-7196
11. ADDITIONAL INFORMATION
The City will meet all FY 2002 reclaimed water distribution requirements as listed in the agreement
page 4 of6
.
.
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RCW TRANSMISSION & NORTH AREA DISTRIBUTION
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CITY OF CLEARWATER - HARBOR OAKS RECLAIMED WATER SYSTEM
2
EXHIBIT C
AGREEMENT NO. 02CON000120
, ".f:..
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
NUMBER: ,13-5 PAGE: 1 of 16
TITLE: TRAVEL
SECTIONIDEP ART
APPROVED: .
TING & FINANCIAL REPORTING/FINANCE
F ECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
The travel procedures for the District shall follow generally accepted travel procedures for state
agencies, to the extent practicable, and comply with the legislative intent of Chapters 112 and 373,
Florida Statutes.
AUTHORITY TO INCUR TRAVEL EXPENSES: Any traveler of the District must be
authorized in advance to incur travel expenses for the public purpose through a properly executed
Travel Authorization form, Board Consent Agenda or Board Policy_
PUBLIC PURPOSE: The public purpose test for travel is that it must be necessary to conduct
official District business.
AUTHORIZED TRAVELERS: Any person who has received advance authorization in
compliance with Board Policy 130-5 to incur travel necessary to perform official District business
under one of the following categories:
. Governing and Basin Board members
. Executive Director, Assistant Executive Director, Deputy Executive Directors and General
Counsel
. Employees in a Board authorized regular, part-time or temporary position declared to be in travel
status by their Director or the Director's authorized representative.
. Candidates for a management or professional position. Must be authorized by the Department
Director upon coordination with Human Resources.
. Individuals requested to contribute time and services as a consultant or advisor or as an advisory
committee member. Must be authorized by the Executive Director or Assistant Executive
Director or designee.
TRAVEL DAY: A period of twenty-four (24) hours consisting of four equal quarters of six (6)
hours each, which shall be a calendar day (midnight to midnight).
TRA VEL PERIOD: The period between the time of departure and the time of return. A
continuous travel period consists of all "to" and "from" points traveled in succession without a break
in public purpose.
O printed on
recycled paper
. Tt_,
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT-DISTRICT
TITLE: TRA. VEL
SECTION.IDEPAR~: A
APPROVED: ~~.
NUMBER: 13-5 PAGE: 2 of 16
TING & FINANCIAL REPORTING/FINANCE
ECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
OFFICIAL HEADQUARTERS: This is the office, field office or location where the traveler is
normally assigned and from which that person performs the majority of hislher duties. Each
employee's official headquarters shall be the same as that indicated in the area marked
"LOCATION:" on his/her position description. except that:
a) The official headquarters of an employee located in the field shall be the city or town nearest to
the area where the majority ofhislher work is performed, or such other city, town, or area as may
be designated by the District provided that in all cases such designation must be in the best
interest of the District and not for the convenience of the employee.
b) When any employee is stationed in any city, town, or locality for a period of over 30 continuous
workdays. such location shall be deemed to be their official headquarters, and they shall not be
allowed per diem or subsistence after the said period of 30 continuous workdays has elapsed ,
unless this period of time is extended by the express approval of the Executive Director or
designee.
c) When in the best interest of the District, employees may identify their home address as "point
of origin" for a specific travel period if approved by their supervisor on the travel authorization
form. It is in the best interest of the District when the employee's home is nearer the point of
destination than his/her official headquarters. If departure from home is for the convenience of
the employee and further from the point of destination than the official headquarters, the
reimbursement will be authorized for the constructive distance from the official headquarters to
the point of destination (the lesser of the two).
The official headquarters of Governing and Basin Board members is their home address. Board
members will be reimbursed for actual round trip mileage from their home address to the destination
when traveling on District business. To establish the mileage, Board members may provide the
odometer reading for a round trip to their regular meeting location(s) following their first trip to that
destination. If Board members change their home address during their term in office, the mileage
shall be corrected by providing a replacement odometer reading indicating the date change occurred.
TRAVEL AUTHORIZATION: This form must be used by all District employees for the
following purposes:
· To obtain authorization to travel and incur travel related expenses (includes training sessions
conducted at other District offices)
. To request registration fee payments
. To request travel advances.
"11 f ,"'t ~
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
NUMBER: 13-5 PAGE: 3 of 16-
TITLE: TRA VEL
SECTIONIDEPA~T: ACC
APPROVED: , U~
TING & FINANCIAL REPORTING/FINANCE
FECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
TRAVEL AUTHORIZATION (continued):
Governing Board members must use the travel authorization form for prior approval of
non-scheduled travel outside the District including attendance at conferences or conventi~ns. All
scheduled travel for Governing Board members outside the District including attendance at
conferences or conventions requires prior approval through the consent agenda of a regular monthly
Governing Board meeting.
Basin Board members must use the travel authorization form for prior approval of all travel
(including to Governing Board meetings) other than travel to Basin meetings.
Consultants and advisors shall be authorized as travelers of the District under the terms of a contract
or agreement executed by the Executive Director or Assistant Executive Director.
Advisory committee members shall be authorized as travelers of the District by blanket travel
authorization with attached list of all individuals selected by the Executive Director to serve on that
committee. TIlls listing shall be updated by the Executive Department when members are removed
or added to the list.
Employment candidates for management or professional positions shall be authorized as travelers
of the District under a travel authorization form prepared by the Human Resources Department
representative at the time travel arrangements are made. The Travel Voucher form will also be
prepared by the Human Resources Department representative in conjunction with the type of
reimbursement agreed to by the candidate. Candidate will be asked to sign the authorization and
travel voucher forms upon arrival for the interview.
The form must define the public purpose and include destination, dates of travel, mode of
transportation, estimated cost and required approval authority signatures prior to scheduling the
travel. The pre-printed form must be typed or completed in ink.. A copy of the fully executed Travel
Authorization must be on file in the traveler's department prior to departure for all travel purposes
and remain on file for the current fiscal year plus one year.
BLANKET TRAVEL AUTHORIZATION: If an employee travels regularly for work
assignments to a particular location or similar locations, a "blanket" travel authorization form should
be completed to cover the current fiscal year (or required travel period for the assignment) and
placed on file in the Finance Department. The form must be signed by the traveler and all required
approval authorities.
1'.- r(.
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTIONID~P.~. NT:
APPROVED: ~~
NUMBER: 13-5 PAGE: 4 of 16
UNTING & FINANCIAL REPORTING/FINANCE
FFECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
BLANKET TRAVEL AUTHORIZATION (continued):
· The completed travel authorization form shall indicate an "as needed" status.
· The white and pink copies of the travel authorization form must be submitted to the Accounts
Payable section of the Finance Department for the Finance file of record. The yellow copy must
be retained in the traveler's department file for the current fiscal year plus one year in compliance
with the State Retention Schedule.
· Each time a Travel Voucher is submitted utilizing a blanket travel authorization, the traveler
must reference the T A f:H:t### on the Travel Voucher form.
· A master blanket travel authorization may be submitted to cover all locations within the District
boundaries, although, for regular work assignments outside District boundaries a separate
"blanket" travel authorization will be required for each specific location. .
· Blanket travel authorizations do not indicate the point of origin. The travel voucher submitted
for this type of travel will docwnent the point of origin approved by the supervisor.
SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION: The traveler must sign the
form in ink and secure the appropriate approval authority,signatures as indicated. No one may
exercise signature authority for himself or herself; rather, approval of a higher level of authority must
be obtained.
· TRA VELER: Governing Board members (required for Don-scheduled travel outside District
including conferences or conventions only)
APPROVAL SIGNATURE REQUIRED: Governing Board Chairman or Vice Chairman
· TRA VELER: Basin Board members (required for all travel including Governing Board
meetings; not required for Basin Board meetings)
APPROVAL SIGNATURE REQUIRED: Basin Board Chairman Ex-officio or Governing
Board Chairman or Vice Chairman
· TRA VELER: Executive Director (required for travel outside the District boundaries and to
attend conferences or conventions)
APPROVAL SIGNATURE REQUIRED: Governing Board Chairman or Vice Chairman
· TRA VELER: Assistant Executive Director
APPROVAL SIGNATURE REQUIRED: Executive Director
.
,
Tie,
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
NUMBER: 13-5 PAGE: 5 of 10
TITLE: TRAVEL
SECTIONIDEPARTtfEN}: ACCO
APPROVED: U~.
TING & FINANCIAL REPORTING/FINANCE
ECTlVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01196
SIGNA TURES REQUIRED FOR TRA VEL AUTHORIZATION (continued):
· TRA VELER: Deputy Executive Directors, General Counsel and Inspector General
APPROVAL SIGNATURE REQUIRED: Executive Director or Assistan~ Executive Director
. TRA VELER: Attorneys
APPROVAL SIGNATURE REQUIRED: General Counsel
. TRAVELER: Directors
APPROVAL SIGNATURE REQUIRED: Deputy Executive Directors
. TRA VELER: Employees (outside the state)
APPROVAL SIGNATURE REQUIRED: Supervisors and Department Directors, and Deputy
Executive Directors or General Counsel, and Assistant Executive Director or his designee.
· TRAVELER: Employees (within state outside District or to conferences or conventions)
APPROVAL SIGNATURE REQUIRED: Supervisors and Department Directors and Deputy
Executive Directors or General Counsel
. TRA VELER: Employees (inside District D.Q! to conferences or conventions)
APPROVAL SIGNATURE REQUIRED: Supervisors and Department Directors or designee
. TRA VELER: Advisors and Consultants
APPROVAL SIGNATURE REQUIRED: Deputy Executive Directors
. TRA VELER: Advisory Committee Members
APPROVAL SIGNATURE REQUIRED: Executive Director or designee
. TRA VELER: Employment Candidates
APPROVAL SIGNATURE REQUIRED: Department Director after coordination with
Human Resources
TRA VEL VOUCHER: A Travel Voucher form should be completed immediately upon return
from a scheduled travel period to verify all related expenses.
A travel voucher form must be submitted to Accounts Payable within three working days of return
from a travel period when "Advance Travel Payment" has been received.
If no "Advance Travel Payment" has been received, a travel voucher form must be submitted to
Accounts Payable within thirty days of returning from a travel period
'1:, _,
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTION/DEPA
APPROVED:
NUMBER: 13-5 PAGE: 6 of 16
fNO & FINANCIAL REPORTING/FINANCE
FECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01196
TRA VEL VOUCHER (continued):
The pre-printed travel voucher form must be typed or completed in ink and authorization documents
(i.e., copies of travel authorization fdrm, agenda. registration form. etc.) must be attached. Blanket
travel authorization forms on file in Finance must be referenced on the Travel Voucher by providing
the T A f:tftf:Hfff.
· Each one-way trip must be entered on a separate line of the Travel Voucher. The point of origin
(from) and destination (to) must be indicated.
· The first "leg" (one-way trip) of travel period must include the actual time departed from the
point of origin and the last "leg" of that travel period must show the time returned and location
of final destination. Hour of departure and hour of return are required for all travel periods.
Continuous travel periods would require recording the time at the beginning of the first "leg" and
the time at completion of the final "leg."
· Continuous travel between various destinations must be detailed on the Travel Voucher. Each
"leg" of continuous travel will include a point of origin, destination and associated explanation
of public purpose.
· The public purpose requirements must be defined on the Travel Voucher by indicating topic of
a meeting (i.e., Meeting on SWIM Issues, Meeting with Deputy Director), type of conference
or convention (Le., GFOA Conference, A WW A Conference), purpose of an event (i.e., ribbon
cutting for service office), etc.
Governing and Basin Board members may elect to submit Travel Vouchers quarterly.
VICINITY l\ULEAGE: Vicinity mileage represents miles driven after arrival at and departure
from a point of destination to another point within the same city only when necessary to conduct
official business during the period considered "vicinity" travel. Vicinity mileage must be reported
separately on the Travel Voucher form and an explanation must be included to justify public
purpose. Report date, destination, public purpose, and beginning and ending odometer readings
(Auto Miles Code "2") on Travel Voucher to provide the required documentation.
"Odometer Mileage To/From Destination" (Auto Miles Code '~3") is not considered vicinity mileage
(see AUTO EXPENSES for reporting requirements).
SIGNA TURES REQUIRED FOR TRAVEL VOUCHER: The traveler must sign the form in
ink and secure the appropriate approval authority signatures as indicated. No one may exercise
signature authority for himself or herself; rather, approval of a higher level of authority must be
obtained.
", .....
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
NUMBER: 13-5 PAGE: 7 of 16
TITLE: TRA VEL
SECTIONIDEP A E
APPROVED:
TING & FIN~~CIAL REPORTING/FINANCE
FECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01196
SIGNA TURES REQUIRED FOR TRAVEL VOUCHER (continued):
· TRA VELER: Governing Board and Basin Board members and Executive Director
APPROVAL SIGNATURE REQUIRED: Traveler is only signature required except as stated
in the Board Policy when prior approval is required
· TRAVELER: Assistant Executive Director
APPROV AL SIGNATURE REQUIRED: Executive Director
. TRA VELER: Deputy Executive Directors, General Counsel and Inspector General
APPROVAL SIGNATURE REQUIRED: Assistant Executive Director
. TRA VELER: Attorneys
APPROVAL SIGNATURE REQUIRED: General Counselor Senior Supervising Attorneys
. TRAVELER: Directors
APPROVAL SIGNATURE REQUIRED: Deputy Executive Directors
. TRAVELER: Employees
APPROVAL SIGNATURE REQUIRED: Supervisors and/or Managers and Department
Directors or designee
. TRA VELER: Advisors and Consultants
APPROVAL SIGNATURE REQUIRED: Deputy Executive Director
. TRA VELER: Advisory Committee Members
APPROVAL SIGNATURE REQUIRED: Executive Director or designee
. TRA VELER: Employment Candidates
APPROVAL SIGNATURE REQUIRED: Department Directors upon coordination with
Human Resources
ACCOUNT CODING: All travel forms relating to a specific travel period must bear the same
accounting data to properly identify the traveler's department, section. public purpose and location
as well as the fund and account to be charged.
,
.
-.
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTIONlDEPAR~. El T: A
APPROVED: U~
NUMBER: 13-5 PAGE: 8 of 16
TING & FINANCIAL REPORTING/FINANCE
FECTlVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01196
CLASSES OF TRAVEL:
Class A and B travel shall include any assignment on official District business away from official
headquarters when it is considered reasonable and necessary to stay overnight and for which travel
expenses are approved.
Class A Continuous travel of 24 hours or more away from official headquarters and away from
home overnight. This is calculated based on four equal quarters of six hours each which
shall be a calendar day (midnight to midnight).
Class B Continuous travel of less that 24 hours which involves overnight absence from official
headquarters and away from home overnight. This is calculated based on 6-hour cycles
beginning at the hour of departure.
Class C Short or day-time trips where the traveler is not away from official headquarters
overnight or when travel occurs during evening hours due to special assignment to
conduct District business.
PER DIEM: (Relates to Class A or B Travel Only)
(1) A fiat rate up to $50 per day ($12.50 per quarter day) requiring no receipts for rooms or meals,
or
(2) Reimbursement for the actual lodging cost for single occupancy to be substantiated by paid bills,
,as well as the authorized meal allowance rates described below. When lodging or meals are
provided at a state institution, the traveler shall be reimbursed only for the actual expense of
lodging or meals not to exceed the maximum allowances.
or
(3) Two or more District employees electing to share a room while traveling under Class A or B
travel status must elect the same per diem method of reimbursement (I) or (2) as described
above. If reimbursement option (2) is elected, only the actual cost of the room as well as the
authorized meal allowances shall be reimbursed.
or
(4) In the case of foreign travel, the traveler may choose the State per diem rate as stated above pr
the foreign travel per diem rate as authorized by Section 112.061(3)(e), Florida Statutes.
To be eligible for per diem or any travel expense allowances, the tra\lel must be authorized by the
appropriate approval authority and must meet the public purpose requirement.
1, 1t~,
PROCEDURE
SOUTHWEST FLORIDA WATER MANACEMENT DISTRICT
TITLE: TRAVEL
SECTIONIDEP A
APPROVED:
NUMBER: 13-5 PAGE: 9 of 10'
ACCOUNTING & FINANCIAL REPORTING/FINANCE
EFFECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
MEAL ALLOWANCE RATES: (Relates to Class C Travel)
To Receive Must Depart Must Return
Pa.yment For: Prior To: After Allowance
.
Breakfast 6 a.m. 8a.m. S3
Lunch 12 noon 2 p.m. $6
, Dinner 6 p.m. 8 p.m. $12
Meal allowances will be paid to persons in Class C Travel status when participating in scheduled
public meetings. seminars. workshops. special assignments or other official business which occurs
outside the normal work assignment of a traveler.
Field staff shall only receive meal allowance(s) when an assignment requires overtime status since
their normal work assignment is "in the field."
In compliance with Internal Revenue Service, Publication 15, Circular E, Employers Tax Guide,
Class C meal allowance reimbursements are subjecrto consideration as income for tax purposes.
When a conference or convention registration fee includes meals, the traveler will not be reimbursed
for the meals being provided. If the program for a conference or convention states that breakfast,
lunch or dinner is included in the fee, the traveler is expected to receive that meal without
reimbursement. (Continental breakfast is considered a breakfast and is not reimbursable when
provided. Brunch will be considered at the lunch allowance rate.) Reimbursement for meal expense
will be the appropriate meal allowance rate regardless of the actual cost of the meal. The traveler
must absorb any cost above the meal allowance amount. Tips will not be reimbursed.
AUTO EXPENSES: Mileage will be reimbursed at the rate approved by the State legislature for
the round trip from the travelers point of origin to point of destination when the traveler is
authorized to use his or her own personal vehicle for official District business. The following
guidelines apply:
· It is recommended that a District pool vehicle be used for all District travel unless one is not
available or use of a personal vehicle would be more efficient or cost effective. Use of a
personal vehicle shall be authorized by the traveler's Director as deemed appropriate.
· All mileage claimed must be by a usually traveled route from the point of origin to the point of
destination. Chapter 112.061 (7)(a), Florida Statutes. states, "All travel must be by a usually
traveled route. In case a person travels by an indirect route for his own convenience, any extra
costs shall be borne by the traveler: and reimbursement for expenses shall be based only on such
charges as have been incurred by a usually traveled route."
" ...
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTIONIDEP ART
APPROVED:
NUMBER: 13-5 PAGE: 10 of 16
TINa & FINANCIAL REPORTING/FINANCE
F ECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
AUTO EXPENSES (continued):
· Whenever the point of origin and point of destination are within two different city limits
indicated on the Florida Department of Transportation official transportatjon map. mileage shall
be determined by using the Official Highway Mileage chart (Exhibit A), which provides the
computed distance from the "town" of origin to the "town" of destination, not actual odometer
readings. If either towil/city does not appear on the chart, or when involved in vicinity travel,
mileage should be shown by actual odometer readings. Whenever employees travel between
District service offices, mileage shall be determined by using the District Mileage Chart
(Exhibit B).
· For all continuous travel trips reporting the employee's home as the point of origin (departure
point), the allowable mileage from the point of origin (employee's home) to the frrst work stop
shall be the lesser of the actual odometer mileage or the distance from the employee's official
headquarters to hislher first work stop.
· F or all continuous travel trips reporting the employee's home as a final destination, the allowable
mileage from the last work stop to the final destination (employee's home) shall be the lesser of
the actual odometer mileage or the distance from the employee's last work stop to his/her official
headquarters.
· Reimbursement for expenditures relating to the operation, maintenance and ownership of a
personal vehicle, other than mileage is not permitted.
· Two round trips to an airport may be approved if it is determined to be more economical than
one round trip plus the airport parking fee for the personal vehicle during the scheduled travel.
AUTOMOBILE RENTALS: Each Governing Board member, the Executive Director, Assistant
Executive Director, Deputy Executive Director, General Counsel, attorneys and other individuals
authorized by the Governing Board or Executive Director may be supplied a Rental Agency Central
Billing Credit Card for their use while on District business. Purchasing will order and distribute the
cards after receiving an approved Credit CardslKeys Request form from the authorized individuals.
An employee who is required to use a rental auto, but has not been assigned an auto credit card, may
request a Rental Agency One Trip Travel Order (O.TT.O.). The G.TTO. is a substitute for an auto
credit card to be used only once. Travelers may request the O.T.T.O. by submitting a memo to
Purchasing with a copy their fully executed Travel Authorization fonn attached.
f
,
...
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTIONIDEP A.RTl
APPROVED:
NUMBER: 13-5 PAGE; II of f6
ACCOUNTING & FINANCIAL REPORTING/FINANCE
EFFECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
AUTOMOBILE RENTALS (continued):
The credit card and O.T.T.O. are provided by the rental agency as part of its agreement with the State
of Florida. Individuals using a credit card or O.T.T.O. are to ensure that the proper discount is
applied, that no sales tax is charged, and that the most economical type of vehicle to appropriately
accommodate the travel needs is requested.
Class
I (A)
2(B)
3(C)
4(E)
5(V)
Vehicle Size
Sub-Compact
Compact
Intermediate
Full Size 4/dr
Mini-Van
Code
ECAR
CDAR
IDAR
FDAR
MVAN
AIR TRAVEL: It is the responsibility of the scheduling department to determine the most
economical method of travel prior to making reservations. Reservations may not be made until
appropriate travel authorization requirements have been met. The District's contract Travel
Arrangement Services provider should be utilized exclusively for requesting estimates and booking
flights unless substantial savings can be realized by utilizing another source. The respective
department is responsible for making, changing and/or cancelling reservations. All commercial
flights will be coach class unless not available.
Air Travel Cards are credit cards accepted by most major airlines for flights limited to North
America These cards are ordered, assigned and distributed by Purchasing. Use Credit Cards/Keys
Request form to request an air travel card. Normally, these cards are only issued to Governing Board
members, the Executive Director, Assistant Executive Director, Deputy Executive Directors, General
Counsel, Directors and Attorneys. Other staff may request air travel cards only after obtaining
authorization from the Executive Director.
Travelers must retain the passenger receipt from the used airline ticket (last page of ticket). Upon
return to the District, this receipt must be forwarded to Accounts Payable within three business days
with the traveler's signature and appropriate account coding on the copy.
CHARTER FLIGHT SERVICE: This service is to provide specific transportation to attend
meetings, etc. in order to conduct District business (overflights are excluded from this procedure).
Requests for Governing and/or Basin Board members, Executive Director. Assistant Executive
Director, Deputy Executive Directors and General Counsel charter flights will be arranged through
the Executive Dep~ent after receiving approval as stated in the Policy. The use of charter flights
by staff members should be an exception and must be authorized by the Executive Director. A
requisition (RX) must be entered into the financial system with the flight schedule information in
order for a purchase order to be processed.
\
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTION/DEP AR
APPROVED:
NUMBER: 13-5 PAGE: 12 of 16
G & FINANCIAL REPORTING/FINANCE
FECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
CHARTER FLIGHT SERVICE (continued):
Purchasing will process the request in accordance with Board Policy 150-1 and District Procedure
15..,1 governing procurement practices. which includes contracting for services with an appropriate
charter flight service. obtaining the required services at the best responsible price (consistent with
trip requirements and safety), and cancelling/changing the services requested upon receipt of
notification from the requesting department. Emergency arrangements may be made directly with
Purchasing who will then notify the Executive Department and request preparation of the required
documents.
Under normal circwnstances. payment of or reimbursement for travel by private or company-owned
or charter plane shall be no greater than that allowed for commercial (coach class) air travel rate for
equivalent distance.
HOTELIMOTEL ACCOMMODA nONS: Lodging expense is reimbursable to authorized
District travelers requiring overnight absence away from official headquarters and home under
Class A or B travel. The traveler may not receive reimbursement for lodging within the local area
unless authorized by the Deputy Executive Director of Management Services.
In order to achieve a cost savings to the District, the District may contract directly with the
hotel/motel.
On occasions when the traveler'sflight schedule or ending time of a conference prevents returning
home by a reasonable hour, the Department Director must determine whether an additional overnight
accommodation is warranted.
EMERGENCY EXPENSES: Emergency expenses that are not related to travel should not appear
on the Travel Voucher. Paid invoice or receipt for such expenses must be submitted for
reimbursement through petty cash or, if over $25, by submitting a check request to Accounts
Payable.
OTHER EXPENSES: When expenses are incidental to travel, receipts shall be attached to the
Travel Voucher and explained briefly on the form or an attached memorandwn. Receipts are
required in all cases except when receipts are not possible (i.e., parking meters). An explanation
must be included to explain when no receipt is available. If proof of payment or explanation is not
submitted. reimbursement cannot be authorized.
{tw
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
OTHER EXPENSES (continued):
Other authorized expenses include:
1. Tolls for road, bridge. ferry, etc. (receipts (equired when available)
2. Parking and storage fees (receipts required -- except meter parking)
3. Long distance telephone charges'" for business purposes (receipts required - except when coin operated
devices are used)
4. Nominal telephone expenses'" for business purposes (receipts required - except when coin operated
devices are used) ,
5. Taxi fare or other similar transportation costs associated with attending business functions or
going to (from) the hotel (receipt required)
6. Conference or convention registration fee paid directly by the traveler while attending a
conference or convention serving the public purpose on behalf of the District (receipt required)
7. State sales tax paid directly by the traveler on purchases directly related to District business
(receipt required)
. Explanation _mo attaclHtd to Travel V oueher must identify public purpose of each call for which reimburse_nt is requested
Expenses not reimbursable are:
1. Tips or gratuities
2. Personal telephone calls
3. Excess baggage charges unless charges are for District equipment
Lost or missing receipts will require a statement signed by the traveler with Department Director's
approval in order to receive reimbursement.
Other travel expenses not detailed in the Procedure shall be handled by exception with Deputy
Executive Director's approval.
TRA VEL ADV Ai."JCES: Advance payment for official travel may be authorized by the Executive
Director or designee for Class A or B travel when the traveler anticipates substantial travel expenses
(i.e., lodging, meals, parking) and requests funds to cover the associated travel costs. Travel
advances will not be authorized for Class C travel expenses. The minimum travel advance amount
is $50. The maximum travel advance shall not exceed 80 percent of the estimated cost for official
travel excluding any payments made directly by the District. The travel advance will generally be
made to the traveler on the Thursday prior to hislher departure.
Advance payment (or the traveler's credit card authorization) for one night's lodging is usually
required to guarantee a reservation if the traveler will arrive after 6 p.m. and may be required to
reserve a room at a preferred group rate. The District may reimburse this one night guarantee as an
advance to the traveler if the traveler does not provide a credit card authorization. The advance, if
required, will be made to the traveler prior to the due date established by the hoteVmotel.
t'l'.:.,.
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTIONIDEP ART
APPROVED:
NUMBER: 13-5 PAGE: 14 of 16
ACCOUNTING & FINANCIAL REPORTING/FINANCE
EFFECTIVE DA TE:08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
TRAVEL ADVANCES (continued):
As soon as possible after the employee learns of a travel assignment, and an advance is desired, the
employee should complete a Travcl Authorization form and mark the "Advance Travel Payment
Requested" section. The request must be approved by the employee's Department Director before
payment can be processed.
Within three working days after returning to the District, the traveler who received a travel advance
is required to submit a completed Travel Voucher. The amount of the travel advance is to be
deducted from the travel expenses claimed and any excess travel advance amount must be
reimbursed to ~e District when submitting the Travel Voucher.
CONTINUOUS TRA VEL STATUS: Those employees on continuous travel status may receive
a continuous travel advance in an amount not to exceed 80 percent of expected travel expenses for
a two-week travel period. Continuous travelers are defined as employees who routinely travel
overnight. These employees on continuous travel status must complete a Travel Voucher on a
weekly basis to document their actual travel expenses. If an employee is no longer on continuous
travel status, any continuous travel advance amount in excess of actual expenses must be refunded
to the District within three business days.
The Ex/!cutive Director may modify or interpret this Procedure.
. t~
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRA VEL
SECTIONIDEP ART
APPROVED:
NUMBER; 13-5 PAGE: 15 of16
TING & FINANCIAL REPORTING/FINANCE
F ECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
EXHIBIT A
OFFICIAL IDGHWAY MILEAGE CHART
Whenever the point of origin and point of destination are within two different city. limits indicated
on the Florida Department of Transportation official transportation map, mileage shall be determined
by using the Official Highway Mileage chart providing the computed distance from the "town" of
origin to the "town" of destination, not actual odometer readings.
To use the mileage chart, determine the town of origin and town of destination. Locate both on
chart. Place ruler along step beneath town appearing closest to the right. Follow across to
intersecting column beneath town appearing closest to the left. The number at the intersection
represents the one-way mileage between the two towns. This is the mileage to be reported when
traveling between the city limits of two cities or towns appearing on the mileage chart.
EXAMPLE: City of Tampa to City of St. Petersburg = 20 miles
NOTE: This "Official Highway Mileage" chart is printed on the current Florida Official
Transportation Map which is available in each Department.
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PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
SECTIONIDEP AR E
APPROVED:
NUMBER: 13-5 PAGE: 16 of 16
TING & FINANCIAL REPORTING/FINANCE
FECTIVE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96
EXHIBIT B
DISTRICT MILEAGE CHART
Documented Mileage for Most Direct Route
Between Service Offices
Headquarters/Brooksville Inverness Service Office 30 miles,
'; ';. ,;.. -.....
.~:"" '", ~':".'
HeadquartersIBrooksville Bartow Service Office 62 inil' <,.-
-,~~,~;
'. .... ~.....-.I'.'-,.
HeadquartersIBrooksvilIe Venice Service Office 120iDiIei'.'
HeadquartersIBrooksville Tampa Service Office 42 niil~~'~
Tampa Service Office Inverness Service Office 72 miles.
Tampa Service Office Bartow Service Office 41 miles
74 mil,~, 0,'
81 .::.::oJ':"{'~
,,~~y
. .". '''~ to"
Bartow Service Office V enice Service Office 91 ri:ill~,:
Venice Service Office Inverness Service Office 15~)i![~;
* These miles were determined by combining the connecting points for which miles have been documented.
Tampa Service Office
Venice Service Office
Bartow Service Office
Inverness Service Office
Three of the five District service offices are not located within the limits of a city. Therefore, the
mileage to these service offices cannot be determined using the Official Highway Mileage chart.
These service offices are called: Brooksville Headquarters. Tampa Service Office and Venice
Service Office.
The documented mileage between service offices as listed in the above chart shall be used whenever
a District traveler is traveling between District service offices. If there are extenuating or unforeseen
circumstances, such as a detour, which require the District traveler to take another longer route, an
explanation as to why the mileage reported is greater than the documented mileage on the above
chart must be included with the traveler's submitted Travel Voucher and approved by the authorized
signers.
YThe mileage between the Bartow and Inverness service offices reflects the Official Highway Mileage chart
miles since these two service offices are located within the ci limits.
· Traveler:
S.S. Number
TRAVEL PERIOD
From: Thru:
Southwest Florida Water Management District
TRAVEL VOUCHER
Official Station:
I I ORGANIZATION I
I . I ORGANIZATION I
LIST ALL TRAVEL.RELATED EXPENSES
BILLED DIRECTLY TO OR PREPAID BY
THE DISTRICT
$ LODGING
REGISTRATION
AIRLINE
AUTO RENTAL
OTHER:
$ TOTAL
. NEW EMPLOYEES:
FI/lllllme submission, please p/ovlde home address:
Dlsl/llutlon: Origlnal- Aooounls Payable
Copy. Deeatlmenl File
OTHER CODES:
A .. Parking/Storage
a .. Telephone
C .. Talll Fare
o .. Tolls
E .. Lodging
.............M ...........
$
.............!1............~
.............M ............~
.............M ...........M
.............M ............~
............. M ... ...... ....~
.............M ............
AUTO MILES CODES: TOTALS ~
1 '" Map/Chari Mileage
2 .. Vicinity Mileage
3.. Odomeler Mileage TolFrom Destinalion
$
+$ +$ +$ +$
. Minus Cash Advance:
ALL RECEIPTS SUBST ANTIATING
REIMBURSABLE EXPENSES MUST
BE ATTACHED TO THIS VOUCHER.
::I Total Amount Due Employee:
OR::I Total Amount Due District:
I hereby certify or affirm lhalthe above expehses were actually incurred
..by me as necessary travel expenses in the performance of my official
duties; attendance at a conference or convention was direclly related to
official duties of the agency; any meals or lodging included in a
conference or convenlion registration fee have been deducted from this
travel claim; and lhat this claim is true and correcl in every material
matter and same conforms in every respect with the requirements of
Seclion 112.061, Florida Statutes.
/
(Signa/ure of Traveler)
Page _of ~
F .. Reglstralion Fees
G .. Aulo Rental
H .. Airline
t .. Olher
,~
~
"
+- EXPENSES THIS PERIOD
CHECK NO.:
Authorized by Blanket
Travel Authorization Number
TA-I I I I I I
Pursuant to Section /12.061 (3) (a), Florida Statutes, I hereby
certify or affirm Ihatto the best of my knowledge lhe above travel
was on official business of lhe Southwest Florida Waler
Managemeil/ District and was performed for the purpose(s)
staled above.
Approvedfor payment by:
/
/
(Signa/ure of SupervisorlManager) (Da/e)
/ /
(Signature of Department Director) (Date)
/ /
(Signa/ure of Depu/ylAssl.IExeculive Director) (Date)